Records and Administrative Management Specialist
Raytheon
مجموع سنوات الخبرة :18 years, 1 أشهر
▪ Ensure company records are managed in a consistent and systematic manner by providing the necessary actions to record, retain, transfer and disposition records—all in support of Raytheon Policy RP-OGC-004, Records Management.
▪ Review standards of special searches and historical collections; declassification of documents related to litigation cases, such as civil or criminal cases; case management to FOIA, Privacy, and Appeal requester
▪ Determine if a record contains Other Government Agency (OGA) equities and requires external referral or if the record requires non-routine handling. In addition, will be responsible for managing the referral process, organize documents in in preparation for declassification review and correctly assign these items to the proper equity holder, and research previous declassification/release decisions as necessary to ensure accuracy and consistency and provide feedback to the Sponsor.
▪ Raytheon's record management takes into consideration all government and contract rules and regulations with regard to the creation, receipt, capture, management, use, retention, disposition and legal hold of records.
▪ Functioning as a member of the Raytheon Saudi Arabia (RTN SA) Leadership team in Riyadh attending staff meetings and other meetings as required; recording and distribution actions post meetings
▪ Managing meetings including scheduling, managing schedule conflicts, and all meeting logistics including room reservations and setup, catering, AV requirements, meeting materials, etc.
▪ Coordinating customer site visits, date/time, collecting material prior to visits and tracking data requests and accompanying submittals
▪ Collecting and consolidating data for monthly Highlights and Operations Review packages
▪ Handling travel arrangements and expense reports for the Directors and immediate staff
▪ Assisting in the preparation and proper execution of EXIM requirements associated with travel, transfer of information, or foreign visitors
Managing the approval process for special requests or policy exceptions
▪ Registering visitors in the VRS system
▪ Providing coverage as needed for other Raytheon Saudi Arabia admins
▪ Supporting onboarding for new hires in Raytheon Saudi Arabia
▪ Ordering supplies, set up services, and assisting with IT related requests
▪ Interfaces with executive management and external customers and vendors; handle sensitive information with discretion and accuracy
▪ Provides administrative expertise in identifying problems and issues and reaching resolution.
▪ Composes reports, correspondence, PowerPoint presentations, and memorandums
▪ Reviews drafts and finished documents for appropriate spelling and grammar
▪ Completes all expense reports, including reconciling bills, preparing and submitting check requests to accounts payable
▪ Arranges conference calls, prints and organizes presentations and background papers in advance of conference calls
▪ Prepares and maintain RTN KSA visitor’s matrix report for Business Development team on a weekly basis.
▪ Prepares visit itineraries for company Senior Executive Leaders.
▪ Provide support in preparing, printing clients meeting request, business proposal printing requirements which includes binding, administrative tasks to all our (US) Raytheon Employees visitor and Raytheon KSA, Director, Business Development respectively.
▪ Attend flight booking, hotel accommodations reservations and arrange travel schedule for our Raytheon KSA executive’s personnel.
▪ Utilizes online systems to process SAP CONCUR expense report for G-13 C-level executives.
▪ Covering Facility Supervisor and Senior Executive Assistant during absence
- Supporting the contract and partnership managers in all aspects of day to day contract management
- Setting up and maintaining the administrative arrangements for effective and efficient contract management, including stakeholder communication, governance, performance monitoring arrangements, payments and file/records management
- Conducting a contractual monitoring, identifying and initiating remedies for data quality issues to support the provision of assurance of service delivery in line with strategy and contract and report on compliance and delivery performance
- Ensuring all council policies and procedures and contract mechanisms are properly applied by the whole team, delivery units and delivery partners
- Developing effective relationships with the delivery units and delivery partners
- Maintaining accuracy and up to date logs of issues, risks, change controls, actions and meeting minutes, ensuring that actions are followed up in a timely fashion Contract Management Assistant
- Ensuring payments are accurate and reflect agreed performance/payment mechanisms
- Work collaboratively with colleagues in the Operations team to ensure a consistent Operational approach is taken, interdependencies are managed effectively, and a rich understanding of performance is developed and reported to commissioners and members
- Undertake research into best practice contract management and the outcomes achieved by others to support benchmarking and apply lessons learned to improve the team’s strategy
- Ensure that the needs of customers and outcomes for service users drive contract management activity, and that customer feedback is sought and used as part of the contract management processes
- Identifying problems early and intervene appropriately to understand causes and collaboratively develop solutions, initiating remedial/improvement activity as required
- Assisting the partnership managers and contract managers to intervene, analyse, manage and resolve business conflicts with delivery units and partners
- Engaging with the Assurance Group to inform audit activity and provide the information required for it to undertake its duties to assure the Board that operational and governance processes and procedures are fit for purpose.
- Working with the team to remove blockers
- Controlling the schedules of each Key personnel
- Track, analyse and communicate project risks and opportunities
- Helping the Contract Manager with the development for operating procedures.
- Ensuring that relevant management information is captured and analysed.
- Resolving any financial queries that are raised, including timely communication if extra budget is needed.
- Overseeing procurement and communicating to procurement manager in any issues arising
- Involved in Coordinating projects from inception to completion.
- Developing training and briefing material for staff.
- Keeping in close contact with key project members and decision makers
- Track and report project progress on a daily business and making sure that strategy, goals and objectives are stated
- Creating, maintaining, updating documentation from time to time basis and translating project objectives into tasks
- Maintaining processes and Organize team’s work
- Communicating with Functional Managers
- Participation in performance review
- Making sure of deliverables are aligned with the goals and objectives requested
- Close project or phase and passing it to project sponsor/Functional Manager
- Developing, maintaining and documenting appropriate plans, documentation and controls for the projects in-line with the change cycle to ensure the smooth running of the project
- Developing and delivering project workshops.
- Managing project resources including staff; contractors and spend as required.
- Developing and maintaining effective working relations with project colleagues and stakeholders involved in projects.
- Facilitating the management of project dependencies, documenting assumptions, resolution of issues and mitigation of project risks and other controls.
- Reviewing project documentation and plans to highlight any issues that may compromise the delivery of the project.
- Monitoring and reporting on the progress of each projects.
- Developing, capturing and recording relevant performance/project management information (data and other measures).
- Ensuring that appropriate governance disciplines are observed.
- Developing written communication products.
- Arranging, facilitating, chairing and documenting meetings and preparing appropriate related reading material.
- Handle telephone calls, make travel arrangements, schedule meetings and manage other requests for information.
- Perform various administrative duties including facilities coordination, set up new hires, set up files, order supplies and equipment and distribute mail.
- Types/creates graphical presentations/reports to be used for product/project reviews, vendor meetings, and customer meetings based on information and instruction received.
- Completes reprographics and binding requirements for distribution.
- Coordinates meetings including travel, accommodation, dinners etc.
- Types and proofreads correspondence reports, and forms; corrects grammar and formatting errors; drafts brief correspondence of a routine nature.
- Acts as an information resource on organizational policies and procedures.
-Applies knowledge of business priorities and company organization when assisting in the development, implementation and monitoring of internal operating systems and procedures.
- Collects, logs and organizes information from a variety of sources as requested.
- Conducts special projects as directed and provides support to a functional group or business unit.
- Interacts with peers, upper management, vendors, clients and customers on a frequent basis.
- Maintains vacation log, organizes video and conference calls for the team.
- Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs and maintaining equipment inventories
- Trained almost 5 Administrative Assistants to other Vice presidents during a period of company expansion to ensure attention to detail and adherence to company policy
- Managing Vice President’s complex and frequently changing travel arrangements and coordinate pre-planning of trips.
- Creating expense reports, budgets, and filing systems.
- Conducting research to prepare, gather, and proof briefing materials, agendas, and decks for all executive-level meetings.
- Developing and maintaining alert system for upcoming deadlines on incoming requests, projects, and events.
- Assisting with team building initiatives and overall support for maintenance of organizational culture and employee morale.
- Distributing company-wide announcements, booking conference rooms, and coordinating catering for annual staff development forum.
- Locating and attaching appropriate files to incoming correspondence requiring replies.
- Greeting visitors entering the office, determining the nature and purpose of visit, and directing them to the appropriate destination.
- Processing travel expenses and reimbursements.
- Frequently using word processing, spreadsheet, database, and presentation software.
- Maintaining an internal client filing system.
- Assisted the VP and the whole Strategy & Investments team to complete P&L responsibility over the group international operations (Oman and Bahrain) and overall organization strategic management with a total annual turnover of SAR 2.5+ Billion (US $ 600 Million) and 500+ employees.
- Responsible for scheduling meetings, processing payments and coordination for Saleco Group’s (KSA & international) overall corporate strategy and business plan integration and management working in close collaboration with the Group CEO, CFO, different sectors heads and Countries GM’s.
- Provide the overall support for the Vice President as he led the Saleco Group’s new business development initiatives, strategic partnerships, investments, business venture, major commercial deals negotiation and structuring and lead Group international expansion and investments.
Saleco Oman Operation;
- Managed all the meetings, travels, agendas and handing confidential and important documents as the VP turned around a loss making company to profit making, and solidified Saleco market position as the largest and strongest telecom distributor in Oman by improving go-to-market strategy and increasing distribution reach and network coverage across the sultanate.
- Succored the VP and the GM’s in terms of processing all the required documents as they’ve negotiated and signed an Exclusive Distribution Agreement and commercial terms with the market leading operator OmanTel that resulted in doubling Saleco Oman revenue while over-achieving profitability vs. business case targets for two consecutive years by rigorously managing and controlling operational costs and improving productivity at the sales and distribution level.
Saleco Bahrain Operation;
- Responsible for the coordination, documentations and follow-ups for the Country Gm’s, CEO, VP’s as they led the operational efficiencies and productivity enhancement initiatives that resulted of achieving sales target with reduction on operational cost vs. previous years and increased profitability accordingly.
- Helped the Vice President in negotiations for the renewal of the Exclusive Distribution and Retail Operation Agreements and coordinate with the VIVA Bahrain until the Commercial terms has been revised.
- Manages customer interface, providing various technical solutions concerning broadband and connectivity issues
- Helped to implement policies, programs and projects in order to provide the needs of the customers.
- Communicate issues and coordinate router issues to the people concerned through appropriate channels by phone, email and personal follow up.
- Spearhead field personnel deployment in coordination with client and technical team
- Analyzed, troubleshoot and fixed technical problems that had been reported multiple times
- Conversing with customers and solving their concerns on service order requirements and equipment request.
- Created and maintained the whole internet café with Information Technology & Management strategy in line with customer’s needs.
- Govern the overall operation to ensure Information technology and management are in-line with agreed strategy and policy. To ensure that policy and strategy is in compliance with government legislation and standards in Philippines.
- Managed further development and implementation of current projects such as the Online Learning Hub, Salesforce customer management database, and other projects.
Specifically to manage:
- the development plans for ongoing integration, upkeep and improvement of network and hardware systems;
-the commissioning of appropriate and cost effective procurement and contractual arrangements;
-the migration of core technologies and tools
-the management of project and system dependencies at planning, implementation and support stages;
-The sign off & kick off of all project management milestones for the internet café projects.
- Managed all the day to day operations of IT systems, ensuring that planning, end-user impact, change management, training, and quality management are properly addressed and monitored to ensure that deadlines, budgets and service levels are met and results delivered.
- Managed the relationships with / and between external agencies and suppliers, ensuring contracts and service levels are negotiated in line with strategic aims and financial constraints and ongoing service is in-line with agreed contracts.
- Managed the annual overall budget and any associated funds. Specifically to be responsible for the review, audit and prioritization of all information management tools needed.
- Organized and implemented servicing and support of all the staffs.
-To ensure training is provided on any new applications and tools that may be introduced, to monitor take up and use by staff and stakeholders and to provide remedial support where necessary.
- Line managed and developed the team and other staffs, working with them to plan and prioritize their workloads, set objectives, conduct appraisals and supported to continually improve their performance and results.
- Developed and implemented plans, in consultation with other leaders in the same market, to research, analyze and present materials to the owner of the shop
- Developed and maintained the Major Incidents & Business Continuity plan for the units and implemented measures designed to safeguard the network.